Job summary
The Child Development Centre are looking for a part time Secretary/Administrator. The successful candidate must be professional, enthusiastic, organised and work well in a team environment.
Main duties of the job
The successful candidate will be responsible for undertaking a wide range of secretarial and administrative duties. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members to organise appointments.
Typing letters, reports and documentation as required. Liaising with external agencies. Ensuring referrals are processed efficiently. Manage all enquires in an effective manner. Support all clinical staff with general administrative tasks as requested.
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
- Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
- Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
- Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
- Excellent training and development opportunities
- Research opportunities
- Cost-effective workplace nurseries in Crawley, Hove and Brighton
- Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
- Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
- Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
- Located in stunning Sussex, with easy access to the South Downs and the coast
- Access to a wide range of benefits and discounts for NHS staff
Job description
Job responsibilities
- To undertake general office duties including photocopying, faxing and distribution of documents as required and opening and distributing of post
- To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information
- To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times
- Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.
- To use SystmOne patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas training will be given and the level of using SystmOne will be commensurate to your role
- Be aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalate
Providing a comprehensive and efficient Secretarial/Administration service for Child Development Centre medical/clinical staff. This involves audio typing of medical letters, statutory medical and clinical reports, documents, forms, witness statements and other correspondence as required which includes using medical terminology.
- This will include confidential child protection reports within required timescales, with accuracy. Ensuring a timely dispatch of outgoing post.
- To produce and check correspondence and medical reports that are visually attractive and of a high standard of readability using Microsoft Office
- To book clinics for new referrals, follow up appointments and joint multi-disciplinary assessments, and ensure that complete and up to date medical notes are available for each patient if required
- Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines
- Deal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)
- To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role
- To undertake task management on the patient electronic system (SystmOne) as required
- liaise with the Centre Co-ordinator/Clinical Services Manager regarding complaints and queries received by phone or electronically
- You will be required to take notes/minutes at local team meetings and transcribe them
- Collate and present data/information as requested, using agreed systems and formats
- To participate in supporting service development for the Child Development Centre Service
Job description
Job responsibilities
- To undertake general office duties including photocopying, faxing and distribution of documents as required and opening and distributing of post
- To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information
- To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times
- Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.
- To use SystmOne patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas training will be given and the level of using SystmOne will be commensurate to your role
- Be aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalate
Providing a comprehensive and efficient Secretarial/Administration service for Child Development Centre medical/clinical staff. This involves audio typing of medical letters, statutory medical and clinical reports, documents, forms, witness statements and other correspondence as required which includes using medical terminology.
- This will include confidential child protection reports within required timescales, with accuracy. Ensuring a timely dispatch of outgoing post.
- To produce and check correspondence and medical reports that are visually attractive and of a high standard of readability using Microsoft Office
- To book clinics for new referrals, follow up appointments and joint multi-disciplinary assessments, and ensure that complete and up to date medical notes are available for each patient if required
- Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines
- Deal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)
- To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role
- To undertake task management on the patient electronic system (SystmOne) as required
- liaise with the Centre Co-ordinator/Clinical Services Manager regarding complaints and queries received by phone or electronically
- You will be required to take notes/minutes at local team meetings and transcribe them
- Collate and present data/information as requested, using agreed systems and formats
- To participate in supporting service development for the Child Development Centre Service
Person Specification
Qualifications
Essential
- School GCSE's or equivalent
- Experience with Microsoft Office including proficiency in word, Excel and outlook.
Desirable
Experience
Essential
- Working in an office environment where a large and diverse range of callers and Visitors are received
- Previous experience of activities that involve receiving queries from others providing information, directions or taking and passing on messages
- Producing documents, letters and email using IT
- Keeping personal or sensitive information confidential.
- 1-2 years of secretarial/administration experience
Desirable
- Working as part of a team - making a contribution and helping others.
Skills and Knowledge
Essential
- Audio typing skills
- Good Communication skills and good telephone manner
- Good time management skills
- Ability to co-ordinate tasks and assess independently for priority and meet deadlines
Desirable
- Ability to work as a team
- Ability to adapt to changing service needs and take on new tasks as required
Other requirements
Essential
- An understanding of the principles of equal opportunities in relation to staff and patients
Desirable
- Clear legible handwriting
Person Specification
Qualifications
Essential
- School GCSE's or equivalent
- Experience with Microsoft Office including proficiency in word, Excel and outlook.
Desirable
Experience
Essential
- Working in an office environment where a large and diverse range of callers and Visitors are received
- Previous experience of activities that involve receiving queries from others providing information, directions or taking and passing on messages
- Producing documents, letters and email using IT
- Keeping personal or sensitive information confidential.
- 1-2 years of secretarial/administration experience
Desirable
- Working as part of a team - making a contribution and helping others.
Skills and Knowledge
Essential
- Audio typing skills
- Good Communication skills and good telephone manner
- Good time management skills
- Ability to co-ordinate tasks and assess independently for priority and meet deadlines
Desirable
- Ability to work as a team
- Ability to adapt to changing service needs and take on new tasks as required
Other requirements
Essential
- An understanding of the principles of equal opportunities in relation to staff and patients
Desirable
- Clear legible handwriting
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
